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<br />Guidelines for <br />Electronic Communications between Council Members <br />in the City of <br /> <br />These guidelines apply to all members ofthe city council and all members of council and city <br />committees, commissions, sub-committees, etc. in the City of <br /> <br />For purposes of these guidelines, reference to Council Members includes members of all other city <br />committees and groups subject to the Open Meeting Law. Reference to the council shall include <br />all such groups and meetings. <br /> <br />For purposes of these guidelines, "electronic means" means email, instant messaging, chatrooms, <br />and related electronic conversation. <br /> <br />For purposes of these guidelines, "city clerk" means the city clerk, manager, administrator or his / <br />her designee. <br /> <br />These guidelines apply regardless of whether the Council Member is using a city-provided email <br />address and account, his/her personal email address or account, or one provided by his/her <br />employer. <br /> <br />Meeting materials <br /> <br />Electronic communication of meeting materials should generally be conducted in a one-way <br />communication from the city clerk to the council. <br /> <br />. Council Members may receive agenda materials, background information, and other <br />meeting materials via email attachment or other electronic means (such as file sharing) <br />from the city clerk. <br /> <br />. If a Council Member has questions or comments about materials received, s/he should <br />inquire via electronic means directly back to the city clerk. A Council Member should not <br />copy other committee members on his/her inquiry. <br /> <br />. If the clarification is one of value to other Council Members, the city clerk may send <br />follow-up materials or information to the council. <br /> <br />Materials relating to agenda items of a meeting must also be made available to the public at the <br />meeting. <br /> <br />4 <br />